Tips How to Write a Resignation Letter Correctly

Resigning from the job is a good decision if you have found a good offer or looking to start your own business. But at the same time, it is advisable to do so in a way that can ensure a positive relationship with your previous employer. You can leave your current job without spoiling your image. To clearly state the resignation definition, we can say that it is “An act of formally leaving a job position by informing your company or boss in writing.” We have given some tips in this article which will help you write a positive resignation letter.

The principles of writing a resignation letter

Like all other communication letters, resignation letter also has some common parts in the structure. So all you have to know is the choice of words. We will discuss a letter structure and format in detail one by one.

1. Start your letter with a professional opening

This is tricky as you have to maintain a professionalism and a personal touch simultaneously. But you also have to maintain your regular tone as you have been doing so far so that your letter doesn’t seem surprising.

If you are having a friendly relationship with your boss and you just call him/her with the first name, i.e. Smith, you can just mention in your letter salutation “Dear Smith”. If your office culture is formal and you normally call your boss “Mr. Smith”, your letter salutation should also be formal, i.e. “Dear Mr. Smith”.

If you are giving a typed letter, instead of an email, you can mention your name, designation, address, email and date on the leave, and below it, you should mention the name of your boss, designation, address etc. And then you can write a salutation.

2. Write your intention clearly

After the salutation, you should reveal your intention to resign straightforward without using more words. This is important so that your boss may know it clearly and don’t have any false clue that you are looking for more perks or a raise in your salary.

Being clear will also show your confidence so that your boss doesn’t try to convince for staying on your job. Your first line should be enough for this. You can write it in several ways, i.e. I hereby write to inform you about my resignation from the post of [your position].

3. Give a notice period

Before you leave your company, there should be a proper replacement so that the work and operations don’t have to suffer. But to be able to do so, your company will need some time. So you should give at least 2 weeks of the notice period so that the new person on your position gets familiar with the tasks and responsibilities.

You should state your last day in the company in a line following your first line that conveys the intention to resign. You can also mention the last date in the same line, i.e. your intention to resign. Below are the examples of how you can write it.

  1. Please consider this letter and be informed about my resignationfrom the post of [your position]. I will be working until May 15, 2018.
  2. I am writing to inform you that I am resigning from the post of [your position], effective May 15, 2018, will be the last day of my employment.

By giving an appropriate notice period to your company before leaving will show your professionalism and dedication to your work. It will allow your company to train another person for your position.

4. Write your reason

While this is not compulsory, you can show your transparency by stating your reason for leaving your job. You can give a reason if it’s not too personal or too unpleasant. If the reason is obvious like retirement or maternity leave or a more promising offer in a different company, you can state it in your letter. It will give your boss a better understanding of the situation.

You can simply state that you have received an offer from a company with a new opportunity and you have decided to accept it in order to advance your career. However, there can be several ways and styles to convey your reason without being too rude or selfish. It is not as easy as writing any other simple letter, as this requires you to be honest as well as faithful in what you have decided.

5. Show our willingness to help with the transition

When your position has complex duties and difficult tasks and is difficult to fill, you can consider helping your company during the transition. If you are comfortable and feel responsible for your duties, you should offer a help. You can show your willingness to help the person coming on your position to get ready to take your responsibilities.

6. Wrap up by and close your letter

Show your experience in nice words as it will leave a feeling that you had a very good time working in the company. You can be thankful for all your great experiences and memories in your job and with your colleagues.

You should also mention how this job and company have made a positive effect on your career and profile. By doing so, you are also minimizing the potential negativity about you that will take place after you leave the company. This is advisable unless you want to leave the company with an impression of a selfish and ungrateful person. However, you can skip this part if you strongly feel that you had a difficult time and your boss and the colleagues don’t deserve those praising words.

In the end, close your letter nicely with warm words like “Warm Regards,”, “Sincerely,”, “Best Regards” etc. and your name below it. This will show your gratefulness towards your company.

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Using proper resignation letter format

If you are sending a typed letter, you can use MS Word or a similar application to prepare the same. The general format or a resignation letter template is as below.

  1. Your name and address will come at the top of the letter, you can place it in the center.
  2. Write the date when the letter is written. You should write on the top left side of the letter.
  3. Below the date, write the name of your boss, your company, and its address.
  4. Opening or the salutation.
  5. Sentence(s) showing your intention to resign and the last date when you are leaving the company.
  6. The reason for leaving the job and your willingness to help train the new person during the transition if applicable.
  7. Words of appreciation and thankfulness for all the good things you have experienced during your tenure in the company.
  8. Complimentary close of your letter and your name below it.

Resignation letter example

Please see below an example letter of resignation when you are moving out to a new opportunity.

[Your Name]
[Your Address]

[Today’s Date]

[Name of the concerned person]
[Company Name]
[Company Address]

Dear [Name of the concerned person]

I am writing this letter to inform you about my resignation from the post of [position name], effective [resignation date].

There is an offer from a company that is perfectly suitable for my profile and future plans. As it is giving me an opportunity to explore more possibilities with advancing my career path, I have decided to accept it.

I would like to say that it was really a great time working in this company. I am very thankful to the company for giving me this opportunity and a wonderful work culture and environment. The support and guidance I have received from the seniors and subordinates during my time with the company will always stay with me as great memories. It will give me the strength to go ahead in my career.

It would be my pleasure if I can be helpful during the transition period. From the deep of my heart, I wish you and the company all the very best for the future.

Best Regards,

[Your signature]
[Your Name]

This is a resignation letter sample and you can make changes according to your position and circumstances.